Flexible Work Arrangement Form Approver QuickStart Guide

Purpose

This guide provides step-by-step instructions for reviewing and acting on a Flexible Work Arrangement (FWA) Proposal and Agreement submitted through the Kuali Build form.

Who Uses This Guide?

There are two approver roles in the FWA process:

Approver Role

Who This Is

First Approver

The employee's direct Supervisor, Manager, or Designee

Second Approver

The supervisor's supervisor - such as a Dean, Department Head, Vice Chancellor, or Designee

The form routes automatically to each approver in sequence. You will receive an email notification when it is your turn to act. You do not need to take any action until you receive that notification.

Before You Begin

  • Review the Flexible Work Arrangement policy and guidance: https://www.umass.edu/hr/training-and-support/flex-work-umass
  • First Approvers (Supervisors): Consider discussing the proposed arrangement with the employee before the form is submitted, as encouraged by University policy. This can help streamline the review and approval process.
  • If you believe you are not the correct approver: Contact the employee and ask them to resubmit the form with the correct approver identified. Unlike the prior DocuSign process, approval reassignment is handled by the submitter at the form level.

Step 1: Receive the Approval Email

When the form is routed to you, you will receive an automated email from:

Kuali Notifications (no-reply [at] mail [dot] kualibuild [dot] com (no-reply[at]mail[dot]kualibuild[dot]com))

Subject: Approval Needed: FWA Request for [Employee Name]

The email will include the following information:

  • Form Name: Flexible Work Arrangement
  • Step Name: First Approval (Supervisor) or Second Approval (Dean/VC/Designee)
  • Your Action: Approval

Click the "Begin Review" button to open the form.

Form Example 1

Step 2: Log In and Open the Form

  • Clicking "Begin Review" will direct you to the Kuali Build platform.
  • If prompted, log in using your UMass credentials (NetID and password) via Single Sign-On (SSO).
  • The submitted form will open in review mode, displaying all sections as completed by the employee. The form will show an "IN PROGRESS" status badge at the top, along with the submission date and time.
Form Example 2

Step 3: Review the Form

Carefully review all sections of the submitted form before taking action.

Section

What to Review

Section 1: Employee Information

Confirm the employee's name, active business title, department, and bargaining unit are accurate.

Section 2: Approval Information

Verify that the correct First and Second Approvers have been identified. If you believe you are the wrong approver, contact the employee to resubmit with the correct person designated.

Section 3: Work Schedule

Review the proposed onsite and remote days, daily start/end times, and hours. Verify that the Total Hours Per Week matches the employee's scheduled FTE (e.g., 37.5 or 40 hours). Review the primary remote work location.

Section 4: Work Responsibility Details

Review the employee's responses regarding how they will fulfill job duties, maintain communication, manage potential impacts to services, and confirm access to appropriate equipment and workspace.

Section 5: Duration and Review

Note the proposed start date, anticipated review date, and whether the arrangement is for a limited duration.

Section 6: Signature

Confirm that the employee has applied their electronic signature.

Step 4: Take Action

After reviewing the form, select one of three actions using the controls in the top-right corner of the form.

Form Example 3

Option A: Approve 

Use Approve when the proposed arrangement is appropriate, meets business needs, and is consistent with University policy.

  1. Click the "Approve" button (dark blue) in the top-right action bar.
  2. Adding a comment is optional when approving. You may add one if you wish to note any conditions or acknowledgments.

What happens next:

  • If you are the First Approver: The form automatically routes to the Second Approver, who will receive an email notification to begin their review.
  • If you are the Second Approver: The arrangement is fully approved. The employee will receive an email notification confirming approval. The First Approver (Supervisor) will also receive a notification.
  • We recommend saving confirmation emails in a dedicated folder to retain a copy of approved agreements.

Option B: Send Back 

Use Send Back when you need the employee to revise or clarify information before you are able to make a decision.

  1. Click the three-dot menu (⋮) in the top-right action bar.
  2. Select "Send Back."
  3. A comment field will appear. A comment is required. Enter a clear explanation of what specific information needs to be corrected, clarified, or added before resubmission.
  4. Click Confirm (or the applicable submission button).

What happens next:

  • The employee will receive a notification that the form has been sent back. They will be able to revise the form and resubmit it for review.

Best Practice: Be as specific as possible in your comment so the employee understands exactly what changes are needed. For example: "Please clarify your remote work hours for Thursday, as the total does not match your scheduled 37.5-hour week."

Option C: Deny ❌

Use Deny when the proposed flexible work arrangement cannot be approved based on legitimate business reasons.

  1. Click the three-dot menu (⋮) in the top-right action bar.
  2. Select "Deny."
  3. A comment field will appear. A comment is required. Provide a clear, written justification for the denial.
  4. Click Confirm (or the applicable submission button).

What happens next:

  • The employee will receive an email notification that their request has been denied. The workflow will stop.
  • If the Second Approver denies the request, the First Approver (Supervisor) will also receive a notification.

Policy Reminder: Per University policy, a denial should be based on legitimate business reasons, such as operational need, staffing requirements, or documented performance issues. If a request is denied, supervisors are encouraged to meet with the employee to discuss the rationale and explore whether any alternative flexible work options may be available.

Refer to the Flexible Work Arrangement Guidance at:

https://www.umass.edu/hr/training-and-support/flex-work-umass

Step 5: Save (Optional)

  • If you need to pause your review before making a final decision, click "Save" to preserve your current state and return to the form later.
  • Saving does not submit or complete any approval action.

Quick Reference:

Approval Actions Summary

Action

When to Use

Comment Required?

What Happens Next

Approve

The request meets business needs and policy requirements.

Optional

Routes to Second Approver (if First Approver); or fully approved with notifications sent (if Second Approver).

Send Back

More information or revisions are needed from the employee.

Yes

Employee is notified and may revise and resubmit the form.

Deny

The request cannot be approved based on legitimate business reasons.

Yes

Employee (and First Approver, if applicable) is notified of the denial. Workflow stops.

Notifications Summary

Event

Who Is Notified

Employee submits the form

First Approver (Supervisor) receives an approval request email

First Approver approves

Second Approver receives an approval request email

First Approver denies

Employee receives a denial notification

First Approver sends back

Employee receives a send back notification

Second Approver approves

Employee receives an approval confirmation; First Approver (Supervisor) receives a notification

Second Approver denies

Employee receives a denial notification; First Approver (Supervisor) receives a notification

Second Approver sends back

Employee or Supervisor receive a send back notification depending on send back choice

For more information about Flexible Work Arrangement policy: https://www.umass.edu/hr/training-and-support/flex-work-umass